HomeMy Public PortalAbout20171108 - Minutes - Board of Directors (BOD)
November 8, 2017
Board Meeting 17-28
*Approved by the Board of Directors on November 15, 2017
REGULAR MEETING
BOARD OF DIRECTORS
MIDPENINSULA REGIONAL OPEN SPACE DISTRICT
Administrative Office
330 Distel Circle
Los Altos, CA 94022
Wednesday, November 8, 2017
APPROVED MINUTES*
REGULAR MEETING
President Hassett called the regular meeting of the Midpeninsula Regional Open Space District
to order at 7:00 p.m.
ROLL CALL
Members Present: Jed Cyr, Nonette Hanko, Cecily Harris, Larry Hassett, Yoriko Kishimoto
Curt Riffle, and Pete Siemens
Members Absent: None
Staff Present: General Manager Steve Abbors, General Counsel Sheryl Schaffner,
Controller Mike Foster, Assistant General Manager Ana Ruiz, Chief
Financial Officer/Administrative Services Director Stefan Jaskulak,
Acting Assistant General Manager Christine Butterfield, District
Clerk/Assistant to the General Manager Jennifer Woodworth, Information
Systems and Technology Manager Garrett Dunwoody, Land and Facilities
Manager Brian Malone, and Finance Manager Andrew Taylor
ORAL COMMUNICATIONS
Barry Chang, Cupertino City Council member, spoke in favor of the Board of Directors
contacting the Bay Area Air Quality Management District (BAAQMD) regarding their
Regulation 11, Rule 18 relating to establishing more stringent air quality regulations prior to
their November 15, 2017 vote.
ADOPTION OF AGENDA
Motion: Director Riffle moved, and Director Cyr seconded the motion to adopt the agenda.
VOTE: 7-0-0
Meeting 17-28 Page 2
SPECIAL ORDERS OF THE DAY
• Introduction of staff
O Melissa Merrimann, Human Resources Technician
O Doreen Agbayani, Administrative Assistant
CONSENT CALENDAR
Director Harris requested Item 5 be pulled from the Consent Calendar.
Public comment opened at 7:08 p.m.
No speakers present.
Public comment closed at 7:08 p.m.
Motion: Director Riffle moved, and Director Cyr seconded the motion to approve the Consent
Calendar, except for Item 5.
VOTE: 7-0-0
1. Approve October 25, 2017 Minutes
2. Claims Report
3. Approval of Response to San Mateo County Civil Grand Jury Report dated June
19, 2017 Regarding Website Transparency (R-17-119)
General Manager’s Recommendation: Approve and authorize the President of the Board of
Directors to execute the proposed response to the San Mateo County Civil Grand Jury Report of
June 19, 2017 regarding special district website transparency.
4. Award of contract for software and professional services for implementation of a
work order and asset management system (R-17-120)
General Manager’s Recommendations:
1. Authorize the General Manager to enter into a contract with Timmons Group Inc., to provide
implementation services for a work order and asset management system, for a base contract
amount of $132,480.
2. Authorize a 3% contingency of $4,520, to be expended only if necessary to cover unforeseen
conditions, for a combined not-to-exceed contract amount of $137,000.
3. Authorize the General Manager to enter into a three year Cityworks software license
agreement with Azteca Systems, LLC for $35,000 in year one and $45,000 per year for
years two and three to provide an enterprise level work order and asset management software
solution.
Meeting 17-28 Page 3
5. Fiscal Year 2017-18 Quarter 1 District Budget Amendments (R-17-121)
General Manager’s Recommendation: Adopt a resolution approving the proposed FY2017-18
Quarter 1 District Budget amendments.
Director Kishimoto requested additional information regarding the proposed budget adjustment
related to the Alpine Road feasibility study.
Chief Financial Officer Stefan Jaskulak explained that the Alpine Road budget adjustment is
only a funding source change not a removal of the project from the budget.
Land and Facilities Manager Brian Malone provided an overview of the current condition of
Alpine Road and repairs completed and needed for the road.
Director Harris spoke regarding damage to roads throughout San Mateo County.
Director Harris inquired regarding the additional funding needed for the grants strategy
consultant.
Mr. Jaskulak explained the District seeks to take a more proactive approach to seeking grant
funding. The proposed consultant will be able to help staff further the District’s grants program
by strategically targeting grant sources.
Director Hanko spoke in favor of repairing Alpine Road.
Public comment opened at 7:22 p.m.
Charlie Krenz thanked the District for its pursuit of repairs to Alpine Road and spoke regarding
the use of Alpine Road by non-motorized vehicles.
Public comment closed at 7:24 p.m.
Motion: Director Kishimoto moved, and Director Harris seconded the motion to approve the
General Manager’s recommendation.
VOTE: 7-0-0
BOARD BUSINESS
6. Resolutions Authorizing the Issuance of the 2018 Series A Refunding Bonds, 2018
Series B Parity Bonds, 2018 Series General Obligation Bonds, and Approving Related
Documents and Associated Actions (R-17-122)
Chief Financial Officer Stefan Jaskulak presented the staff report outlining the three types of
bonds included in the proposed action to go on sale in late 2017 and early 2018. Mr. Jaskulak
described the next steps of the process, including presentations to the ratings agencies and
approval of the preliminary official statement.
Public comment opened at 7:41 p.m.
Meeting 17-28 Page 4
No speakers present.
Public comment closed at 7:41 p.m.
Motion: Director Cyr moved, and Director Hanko seconded the motion to adopt resolutions
authorizing issuance of not to exceed $30 million in 2018 Series A Refunding Bonds (Green
Bonds), not to exceed $20 million in 2018 Series B Parity Bonds, and not to exceed $60 million
in 2018 Series General Obligation Bonds (Green Bonds), and approving the related documents,
such as supplemental indentures and escrow agreements.
VOTE: 7-0-0
7. Board Compensation Policy Amendment (R-17-123)
Acting Assistant General Manager Christine Butterfield provided the staff report summarizing
discussions held by the Board and the Legislative, Funding, and Public Affairs Committee and
staff research on the item. Starting in 2017, Board members are treated as District employees for
tax purposes eliminating several tax deductions. As the number of the Board meetings and Board
obligations has increased, the definition of compensable meetings may be updated to reflect the
types of meetings Board members attend. Staff will track the number of compensable meetings
for the next twelve months and return to the Board with additional recommendations regarding
potential legislative options.
Director Hanko expressed concerns that multiple meetings held on a single day cannot be
compensated.
General Counsel Sheryl Schaffner explained state legislation would be required to change this
limitation.
Director Riffle spoke in favor of keeping the Board’s compensation the same.
Director Siemens spoke in favor of the proposed policy changes and against scheduling multiple
meetings on the same day.
Public comment opened at 8:13 p.m.
No speakers present.
Public comment closed at 8:13 p.m.
Motion: Director Cyr moved, and Director Harris seconded the motion to
1. Approve an amendment to Board Policy 6.06 – Meeting Compensation, Reimbursement of
Authorized Necessary Expenses for Performance of Official Duties, and Adoption of Ethics
Training Requirements Pursuant to Government Code Section 53232 et seq. (AB1234) – to
expand the definition of “meetings of the Board of Directors”.
2. Delete Board Policy 6.03 – Compensation of Directors and Payment of Expenses – which
contains duplicative verbiage as in Board Policy 6.06.
Meeting 17-28 Page 5
3. Direct staff to track the number of meetings of the Board of Directors and member
attendance over the next 12 months and explore the need for additional actions, up to and
including legislative solutions.
VOTE: 5-2-0
INFORMATIONAL MEMORANDA
• Diversity Outreach Ad Hoc Committee Accomplishments
General Manager Steve Abbors provided information regarding the Bay Area Air Quality
Management District’s Regulation 11, Rule 18 explaining BAAQMD is proposing to establish
more stringent air quality regulations. Comment letters are required to be submitted by
November 15, 2017. These proposed regulations would help protect preserve visitors and overall
Bay Area air quality.
The Board by consensus supported the General Manager’s sending a letter in support of
establishing more stringent air quality regulations by BAAQMD.
INFORMATIONAL REPORTS
A. Committee Reports
Director Riffle reported the Board Appointee Evaluation Committee met with General Manager
Steve Abbors on November 6, 2017.
B. Staff Reports
Assistant General Manager Ana Ruiz reported provided an update on the Volunteer and Docent
Study, including communication with all District volunteers and docents inviting their comments
on the report, telephone calls to those volunteers and docents who attended the October 13 Study
Session, and an upcoming meeting to receive additional feedback.
Mr. Abbors provided an update on an unsubstantiated report of lead contamination at the Mount
Umunhum Radar Tower. District staff learned of the potential contamination earlier this week
and is currently contracting to conduct additional testing to determine if any contamination
exists.
C. Director Reports
The Board members submitted their compensatory reports.
Director Harris spoke regarding the use of Midpen as an abbreviation for the District stating that
other organizations are also called Midpen, which could lead to confusion.
Director Kishimoto requested a Board tour of the San Jose Water Company land and an update
on the project.
Meeting 17-28 Page 6
Director Kishimoto requested a staff summary on the 2017 fire season and District preparations
for the future years.
Mr. Malone provided a summary of wildfire several related incidents occurring in 2017.
President Hassett adjourned the regular meeting of the Board of Directors of the Midpeninsula
Regional Open Space District into closed session at 8:43 p.m.
________________________________
Jennifer Woodworth, MMC
District Clerk